**Planning and Projects Analyst** **Department:** Facilities **Employment Type:** Full Time **Location:** Stephen A. Schwarzman Building **Reporting To:** Emely Hernandez **Compensation:** $60,000 - $70,000 / year **Description** **Overview** The New York Public Library (NYPL) has been an essential provider of free books, information, ideas, and education for all New Yorkers for more than 100 years. NYPL’s neighborhood libraries in the Bronx, Manhattan, and Staten Island—many of which date to Andrew Carnegie’s visionary philanthropy at the turn of the 20th century—are being transformed into true centers of educational innovation and service, and vital community hubs that provide far more than just free books and materials. The Facilities Department is tasked with keeping all NYPL locations safe, clean, comfortable and welcoming for our patrons and staff. The Planning and Projects Analyst will collaborate with multiple units within the department including Operations, Regulatory Compliance, Fleet, Procurement, Environmental Health and Safety, and Energy and Sustainability to ensure the successful delivery of services by the Facilities Department. **We are looking for someone we can count on to:** **Own** : + Compliance with local laws, building codes, and safety regulations across all facilities by maintaining up-to-date documentation for inspections, permits, certifications, and compliance activities. + Tracking and coordinating timely follow-up actions to resolve any compliance issues identified. + Compiling, analyzing, and tabulating data related to facilities maintenance, operations, and projects. + Creation of executive summaries, reports, graphics, and presentations on assigned projects. **Grow:** + The development of staff knowledge on city and state codes, and local laws related to NYPL facilities’ operations. + Fostering relationships with regulatory agencies and consultants. **Learn:** + How the Facilities Department interacts with other divisions and departments. + The main functions and goals of the Facilities Management team, including maintaining and optimizing buildings, supporting people, code compliance, energy, sustainability, health, and safety. **Improve** : + Efficiencies in administrative processes required to operate the Facilities Department **Some expectations for this role are that within:** **1 month** , this person will: + Understand how the library is organized and physically laid out. + Understand the specific goals and role of the Facilities team in relation to other departments. + Know their departmental contacts. + Greet and direct inquiries, and when appropriate, resolve routine administrative problems and answer inquiries concerning activities and operations of department/division. **3 months** , this person will: + Have a strong understanding of the relevant laws, codes, and standards that govern the safety, operation, and maintenance of our facilities. + Understand how to navigate agency databases, (DOBNow, BISWeb, OATH, ACRIS, FDNYBusiness, DEP Cats, DOT, etc.) to research and submit information. + Generate compliance reports. **6 months and beyond** , this person will: + Process compliance inquiries and violations. + Resolve and answer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide documentation. + Assist with special projects as assigned. **Responsibilities** + Maintain documentation related to compliance activities, inspections, permits, and certifications. + Track and coordinate timely follow-up actions to resolve compliance issues. + Assist in addressing violations issued by agencies such as DOB, DOF, FDNY, DSNY, DOT, DOHMH, DEP, DEC, ect. Work with consultant, attorney, vendor, and Facilities Operations Manager and Facilities Coordinator to correct the violating conditions, file certificate of corrections, attend hearings, pay fines, and take steps necessary to avoid repeat violations. + Perform data entry, reconciliations, and analysis of assigned data sets or databases. + Provide administrative support to the Facilities Planning & Projects team, including preparing meeting agendas, taking minutes, and organizing schedules for site inspections or project reviews. + Prepare reports, graphics, summaries, and presentations. + Perform other related duties as required. **Required Education, Experience & Skills** **Required Education & Certifications** + Bachelor’s degree in Facilities Management, Engineering, Architecture, or a related field preferred. + Relevant certifications are a plus (e.g., LEED, CFM, Filing Representative/ Expeditor). **Required Experience** + At least 2 years, (4 years is preferred), of relevant work experience collaboratively working with a team. + Demonstrated ability to perform tasks or projects requiring strong attention to detail. + Experience working with MS Excel or Google Sheets. + Ability to read architectural and mechanical drawings. + Proficient in local and state regulatory compliance, including knowledge of inspections and certification processes. Experienced with FLSD/EAP Plans, New York City Energy Efficiency Codes, LEED standards, and regulations from the NYC Department of Buildings (DOB), Fire Department (FDNY), Department of Environmental Protection (DEP), Department of Environmental Conservation, (DEC), and Office of Administrative Trials and Hearings, (OATH). **Required Skills** + Excellent interpersonal, oral, and written communication skills, including the ability to deal tactfully and effectively with all levels of library staff, including senior management. + Advanced knowledge of Microsoft Office Suite, Google applications, and relevant technology. + Excellent organizational, analytic, and time management skills including successfully demonstrated ability to work quickly and effectively under pressure. **Managerial/Supervisory Responsibilities** None **More...** **Core Values** _All team members are expected and encouraged to embody the NYPL Core Values:_ + Be **Helpful** to patrons and colleagues + Be **Resourceful** in solving problems + Be **Curious** in all aspects of your work + Be **Welcoming** and **Inclusive** **Work Environment** + Office setting + Public library setting + Possible Mechanical / Field setting **Physical Duties** + Light lifting + Traveling throughout NYC **Pre-Placement** **Physical Required?** No **Union/Non Union** Non-Union **FLSA Status** Non-Exempt **Schedule** + **40 hours per week** _This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed._ **_The New York Public Library_** **_Salary Statement_** At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies. Union Salaries are determined by collective bargaining agreement(s).